A well-written concierge and cleaning service contract is essential to ensure the cleanliness, maintenance, and smooth operation of the common areas in a condominium. Too often, condominium associations fail to include key services, leading to misunderstandings, unexpected costs, and additional burdens for managers and owners. In this article, we review the essential elements to include in a concierge and cleaning service contract to ensure effective management and avoid unpleasant surprises.
- Why is a good concierge contract essential in a condominium? A well-structured concierge contract allows:
- Regular and thorough maintenance of common areas.
- Avoidance of unexpected costs by clearly defining the concierge’s responsibilities.
- Optimization of daily management by delegating certain tasks to the concierge rather than to administrators.
- Improved quality of life for owners by ensuring cleanliness, security, and proper functioning of the building. A good contract simplifies the lives of administrators and owners by reducing conflicts and oversights.
2. What tasks should be included in the concierge and cleaning service contract?
The role of the concierge and cleaning team can vary based on the condominium’s needs. Here are the essential tasks to include for comprehensive coverage:
- Cleaning of common areas:
- Regular cleaning of corridors, entrance halls, elevators, and stairs.
- Maintenance of indoor common areas (gym, meeting room, laundry).
- Cleaning of accessible windows and entrance doors.
- Waste management and recycling bin maintenance.
- Carpet cleaning and disinfection of elevator buttons and handles.
- Minor repairs and basic maintenance:
- Replacing burned-out bulbs in common areas.
- Installation of protective covers in elevators during moves.
- Monitoring of mechanical equipment (e.g., ventilation system, drainage pump) and reporting any anomalies.
- Moving and vendor management:
- Supervision and assistance with tenant or owner moves to avoid damage to the building.
- Reception and assistance for vendors working in the condominium (plumbers, electricians, elevator technicians, etc.).
- Reporting breakages and following up on ongoing repairs.
- Security and risk prevention:
- Snow removal and salting of entrances and sidewalks in winter.
- Purchase and placement of salt bins at the building entrance.
- Monitoring access points and entrance doors to prevent intrusions.
- Why include these elements? Many administrators and owners find that a well-defined concierge service reduces their own workload and cuts maintenance costs.
3. How to structure a concierge contract in a condominium?
A clear and detailed contract protects both the condominium association and the service provider. Here are the essential elements to include in the contract:
- Description of specific tasks:
- Detail each service included in the contract, with the frequency of execution (daily, weekly, monthly).
- Specify one-time tasks with the applicable hourly rate, such as assisting vendors or managing moves.
- Concierge’s hours and availability:
- Specify the days and hours of work for the concierge.
- Mention the hourly rates for additional tasks or emergency interventions.
- Cleaning materials and products:
- Indicate who provides the cleaning materials and products (the concierge or the association). It is recommended that the concierge provide the materials themselves.
- Specify whether ecological and non-toxic products should be used.
- Pricing and payment terms:
- Detail the costs of services, the billing method (monthly, quarterly), and payment terms.
- Specify any additional fees for special or emergency interventions.
- Duration of the contract and termination conditions:
- Indicate whether the contract is annual or renewable. An automatic renewal is recommended to avoid revising it each year unless necessary.
- Specify the termination conditions (notice period, potential penalties).
4. What are the advantages of a good concierge contract for the association and owners?
A well-written contract helps prevent several issues in a condominium:
- Better management of unexpected situations: By clarifying the concierge’s responsibilities, owners and administrators know whom to contact when needed.
- Reduction of administrators’ tasks: By delegating responsibilities like assisting with moves or changing light bulbs, administrators can focus on governance.
- Reduction of long-term costs: Regular maintenance prevents costly repairs and ensures better durability of equipment.
- Improved quality of life: A clean and well-maintained condominium increases unit value and enhances comfort for residents and administrators. A good concierge contract ensures a well-maintained, secure, and pleasant living environment for everyone.
Conclusion: Better managing concierge services for a well-run condominium Concierge and cleaning services play a key role in the smooth functioning and harmony of a condominium. By incorporating best practices into the contract, administrators can reduce their workload, avoid unnecessary conflicts, and ensure more efficient management of common areas. Before signing a concierge contract, make sure to include all essential tasks and clarify the responsibilities of each party.
Need assistance optimizing the management of your condominium? Contact Condo Stratégis today!